Applicant Recommendation e-Forms

When initiating the Applicant Recommendation e-Form from the e-Forms menu, you can either search for the applicant you want to recommend for hire in Applicant Information or Job Applicant Viewer or manually enter the applicant's information. When initiating the e-Form from Job Applicant Viewer (JAV) or Recruitment, the information in the General Information section of the e-Form will default from the applicant's information.

Menu Path: The Applicant Recommendation workflow can be accessed through the following:

e-Forms & Tools in PowerSchool ERP: e-Forms & Tools > e-Forms > Applicant Recommendation.
Recruitment in PowerSchool ERP: Human Resources > Entry & Processing > Recruitment > Applicant Overview > search for and select an applicant to display the Applicant Detail page > click Applicant Recommendation.
Job Applicant Viewer: Search Applicants Task > click the Applicant ID number link > on the application in the Applicant Information for "Applicant Name section," click the Recommend Applicant button. The workflow is initiated once the e-Form is submitted.

Types of e-Forms for Applicant Recommendation Workflow

Following are the Applicant Recommendation Workflow e-Forms that can be viewed during the workflow process:

Applicant Recommendation Initial Request e-Form	The e-Form seen by the user initiating the applicant recommendation. The e-Forms are slightly different depending on where the applicant recommendation was initiated.
Applicant Recommendation Pre-screening e-Form	The e-Form that the users responsible for verifications, background, and reference checks will see when they click the URL link in the email or the activity on the Activities panel of the PowerSchool ERP home page.
Applicant Recommendation Approval e-Form	The e-Form that the approver will see when they click the URL link in the email or the activity on the Activities panel of the PowerSchool ERP home page.
Applicant Recommendation Read-Only e-Form	The e-Form seen by users who receive the notification that the applicant has been approved when they click the URL link in the email or the activity on the Activities panel of the PowerSchool ERP home page.

Action Buttons

The e-Forms may have one of the following action buttons:

Search Applicants

Used when initiating the applicant recommendation e-Form from the e-Forms menu. The requester can use this applicant search page to find the applicants in the Applicant Information or Job Applicant Viewer. Once selected, the information for the applicant defaults into the General Information section of the e-Form.

Submit

Used for the initial applicant recommendation request to submit the request for pre-screening or approval. Also used by users and approvers to complete the pre-screening or the approve or deny action of the applicant recommendation.

Cancel Request

Used by the user who initiated the applicant recommendation to cancel the request. This can only be done through the e-Forms prior to the final approver approving the applicant recommendation.

Calculate Salary

Used by the user initiating the applicant recommendation request. This action button displays in the Recommended Salary Information section. The Recommended Salary Information section appears on the e-Form based on the setting defined in the Allow Salary Entry field of the Applicant Recommendation Forms tab.

When the user clicks the Calculate Salary button, the information entered in the Recommended Salary Information section is validated as well as the entire e-Form. Fields in this section are required based on the Pay Method selected, while additional fields will be calculated.

Pay Method	Required Fields
Daily	Days Worked and Rate - Annual Salary will be calculated.
Hourly	Days Worked, Hours/Days, and Rate - Annual Salary will be calculated.
Pay Period	Pays/Year and Annual Salary - Rate will be calculated.
Range/Step Pay	Days Worked, Hours/Days, Pays/Year, Range and Step - Rate and Annual Salary will be calculated.
Range/Step Rate	Days Worked, Hours/Day, Range and Step - Rate and Annual Salary will be calculated.

Fields

Following are the field descriptions for the Applicant Recommendation e-Form. The sections and fields are dependent on the e-Form displayed.

General Information Section

This section is display only. If the e-Form is initiated from Job Applicant Viewer, the information in this section defaults from the applicant's record you were in when you clicked Recommend Applicant. If the e-Form is initiated from e-Forms & Tools > e-Forms > Applicant Recommendation, you can manually enter the information in this section or use the Search Applicants button to locate the applicant from Applicant Information or Job Applicant Viewer. If you use the Search Applicants button, the information in this section defaults from the applicant's record.

Field	Description
Applicant ID	Applicant's identification number. Displays above the First Name field if the Applicant Recommendation e-Form is initiated from Job Applicant Viewer or the Search Applicants button was used to locate the applicant from Job Applicant Viewer or Applicant Information.
First Name	Applicant's first name.
Middle Name	Applicant's middle name.
Last Name	Applicant's last name.
Suffix	Applicant's suffix, such as JR or SR.
Address	Two lines for the applicant's address. The first line is for the street address, and the second line is for additional address information, such as a post office box or apartment number.
City	Name of the applicant's city of residence.
State	State of the applicant's residence.
Zip Code	Five-digit zip code and, optionally, its four-digit extension.

Applicant Information Section

This section must be completed for initiating the Applicant Recommendation Workflow.

Field	Description
Hire Date	Applicant's recommended hire or rehire date. If the e-Form is initiated from Job Applicant Viewer or the Search Applicants button was used to locate an applicant from Applicant Information, the workflow will use this date to complete the hire process when the final approval is submitted. The date entered here will display in the Hire Date field on the Hire Status tab in Applicant Information. When the Roll Over option is run in Applicant Information, this date displays in the Hire Date field on the Employment tab in Employee Information. If the e-Form is initiated from Recruitment, the Tentative Start Date from the job posting will default into this field, provided that the Official Start and First Day fields in the Applicant Selection page are blank. If the First Day field has a date, that date will default as the hire date. If no Tentative Start Date or First Day has been entered, the user will be required to enter a date on the e-Form.
Part/Full Time	Identifies the applicant's employment preference. Select: Full Time Part-time
Class	Code identifying the job class associated the applicant's recommended position, as defined in the Job Class table. If the e-Form is initiated from Job Applicant Viewer or the Search Applicants button was used to locate an applicant from Applicant Information, the workflow will use this code to complete the hire process when the final approval is submitted. The code entered here will display in the Job Class field on the Hire Status tab in Applicant Information. When the Roll Over option is run in Applicant Information, this code displays in the Class field on the primary Pay Rate in Employee Information. If the e-Form was initiated from the Applicant Details page in Recruitment, this field's value will default from the job postings but can still be changed.
Position	Code identifying the position associated with the job class. This field only applies if you are using Position Control. If the class selected is operating under Position Control, this field will be required and the drop down will list the positions associated with the class. If there is only one position for the class, this field will be populated with that position. This field is not accessible when the class selected is not operating under Position Control. If the e-Form was initiated from the Applicant Details page in Recruitment, this field will default from the job postings. This can be changed if the posting was a new posting position. If the posting is tied to an existing position, this field cannot be changed.
Department	Code identifying the department associated with the applicant's recommended position, as defined in the Department table. If the e-Form is initiated from Job Applicant Viewer or the Search Applicants button was used to locate an applicant from Applicant Information, the workflow will use this code to complete the hire process when the final approval is submitted. The code entered here will display in the Department field on the Hire Status tab in Applicant Information. When the Roll Over option is run in Applicant Information, this code displays in the Department field on the Employment tab in Employee Information.
Base Location	Code identifying the primary work location associated with the applicant's recommended position, as defined in the System Administration's Location table. If the e-Form is initiated from Job Applicant Viewer or the Search Applicants button was used to locate an applicant from Applicant Information, when the final approval is submitted, the workflow will use this code to complete the hire process. The code entered here will display in the Base Location field on the Hire Status tab in Applicant Information. When the Roll Over option is run in Applicant Information, this code displays in the Base Location field on the Employment tab in Employee Information.
Employee Type	Code identifying the applicant's general employment category.
Status	Code identifying the status of the applicant, as defined in the Status Code table.

Recommended Salary Information Section

This section will only display if the Allow Salary Entry field of the Applicant Recommendation Forms Tab is set to Always or Use PowerSchool ERP Security. If the Use PowerSchool ERP Security is set, the user initiating the Applicant Recommendation needs to have security to add or update employees' pay rates in Employee Information for this section to display. The fields in this section are only required and verified when the user clicks the Calculate Salary button.

Field	Description
Pay Method	The potential pay method for the primary pate rate if the applicant is hired. This field is required when the user clicks the Calculate Salary button. Select: Daily Hourly Pay Period Range/Step Pay Range/Step Rate
Days Worked	Total working days in a year the applicant will work if hired. The value in this field defaults from the calendar associated with the class entered in the Applicant Information section. This field requires entry when the user clicks the Calculate Salary button for the Pay Methods: Daily, Hourly, Range/Step Pay and Range/Step Rate.
Hours/Day	Number of hours per day the applicant will work if hired. This field is required when the user clicks the Calculate Salary button for the Pay Methods: Hourly, Range/Step Pay and Range/Step Rate.
Rate	Gross wages the applicant will be paid, either hourly, daily or per pay period if hired. This field is required when the user clicks the Calculate Salary button for the Pay Methods: Daily and Hourly. The value in this field will be calculated when the user clicks the Calculate Salary button for Pay Methods: Pay Period, Range/Step Pay and Range/Step Rate.
Pays/Year	Number of pays per year the applicant will receive if hired. This field is required when the user clicks the Calculate Salary button for the Pay Methods: Pay Period and Range/Step Pay.
Annual Salary	Annual gross wages the applicant will be paid if hired. This field is required when the user clicks the Calculate Salary button for the Pay Methods: Pay Period and Range/Step Pay. The value in this field will be calculated when the user clicks the Calculate Salary button for Pay Methods: Daily, Hourly, Range/Step Pay and Range/Step Rate.
Schedule	The potential pay schedule for the primary pay rate if the applicant is hired. This field is display-only and defaults from the schedule associated with the class entered in the Applicant Information section.
Range	The potential pay schedule range for the primary pay rate if the applicant is hired. This field defaults to 01 for the schedule associated with the class entered in the Applicant Information section, but may be changed to any range on the salary schedule.
Step	The potential pay schedule step for the primary pay rate if the applicant is hired. This field defaults to 1.00 for the schedule associated with the class entered in the Applicant Information section, but may be changed to any step on the salary schedule.

Notes Section

This section allows for additional information about the applicant from the user initiating the Applicant Recommendation.

Field	Description
Notes	Free text field to enter additional information regarding the applicant recommendation. The notes entered here will display on the e-Form and in the Review e-Form History page in Employee Information if the applicant is hired and the applicant was selected from Applicant Information or Job Applicant Viewer when the e-Form was initiated.

References/Background Checks Section

This section must be completed if your organization requires pre-screening prior to the applicant recommendation being routed for approval. This section is only accessible to users defined on the approval group or users that have been delegated to complete the background check, reference check, immunization verification, employment verification, or certification verification tasks for the applicant recommendation. For all others accessing this e-Form, this section is display-only.

Field

Description

Task

The approval group task name. These fields may display:

Approval Group	Task ID
Background Check	10
Reference Check	11
Immunization Verification	12
Employment Verification	13
Certification Verification	14

Date

The date entered by the user, completing the pre-screening, in the In Progress, Pass or Fail status or result. This date is system-generated when the user or delegate selected In Progress, Pass or Fail in the Status/Results column and then clicks Submit.

Status/Result

The action performed by the user or delegate completing the pre-screening. The choices for the status or results are:

Not Started	No action has been taken on the pre-screening by the user or delegate.
In Progress	The pre-screening has been started by the user or delegate, but the results have not been received.
Pass	The pre-screening results have been received by the user or delegate and the applicant passed. When the user or delegate clicks Submit, the workflow will do one of the following based on the e-Form's status: If no additional pre-screening needs to be completed and approvals are required, the workflow will send the Needs Approval workflow notification to the user defined in the lowest level of the approval group for workflow task 109-Approve Applicant Hire. If there is no additional pre-screening that needs to be completed and the approvals are not required, the workflow will send the Approved workflow notification to the user who initiated the Applicant Recommendation and the Notification workflow notification to the users defined in the approval group setup for workflow task 110-Applicant Approve Notification.
	The pre-screening results have been received by the user or delegate and the applicant failed. When the user or delegate clicks Submit, the workflow will do one of the following based on the Fail Pre-screening? field on the Applicant Recommendation Forms tab: If the Fail Pre-screening? field is set to Continue Workflow Process, no additional pre-screening needs to be completed, and approvals are required, the workflow will send the Needs Approval workflow notification to the user defined in the lowest level of the approval group setup for workflow task 109 - Approve Applicant Hire. If the setting in the Fail Pre-screening? field is set to Continue Workflow Process, there is no additional pre-screening that needs to be completed, and approvals are not required, the workflow will send the Approved workflow notification to the user who initiated the Applicant Recommendation and the Notification workflow notification to the users defined in the approval group setup for workflow task 110-Applicant Approve Notification. If the Fail Pre-screening? field is set to End the Workflow Process, the workflow will send the Denied workflow notification to the user who initiated the recommendation and will end.

Comments

Any additional comments the user or delegate wants to enter about the pre-screening.

Name

Name of the user who is defined on the approval group for the check or verification task, or the person delegated to complete the task.

Approvals Section

This section must be completed in order to end the Applicant Recommendation workflow. This section is only accessible to users defined on the approval group or users that the approver delegated the approve applicant hire task to. For all others accessing this e-Form, this section is display-only.Approvals Section

Field

Description

Date

The date that the Approved or Denied action was taken by an approver or delegate. This date is system-generated when the approver or the delegate selects Approved or Denied in the Action/Comments column and clicks Submit.

Action/Comments

The action performed by the approver or delegate and additional comments about the action. The choices for the action are:

Open

No action has been taken on the applicant recommendation at this time by the approver or delegate.

Approved

The applicant recommendation has been approved by the approver or delegate for this approval level. When selected and the approver or delegate clicks Submit, the workflow will do one of the following based on the status of the e-Form:

If there are additional approvals that need to be performed, the workflow will notify the approver or delegate on the next approval level.
If there are no additional approvals that need to be performed, the workflow will complete the applicant recommendation process, send the Approved workflow notification to the user who initiated the applicant recommendation and, if applicable, send the Notification type workflow notification to the users defined in the approval group setup for workflow task 110 - Applicant Approve Notification.

Denied

The applicant recommendation has been denied by the approver or delegate for this approval level. When selected and the approver or delegate clicks Submit, the workflow will send the Denied workflow notification to the user who initiated the applicant recommendation and end.

Level

The approval group level. Display only.

Approver

Name of the user who is defined on the approval group for this level. Display only.

Approved By

Specifies who approved or denied the applicant recommendation for the approval group level. This value in this field is system-generated when the approver or delegate clicks Submit. The value will either be Approver or Delegate. Display only.

Delegate

The name of the user who was defined as the delegate for this workflow task during the approver's absence. Display only.

Approval Group Name

The approval group name that is defined in the approval group. Display only.